Position Information
Position Number
S01017
Position Title
Regional Assistant
Division/Portfolio
Regional Dean, Shuswap/Revelstoke
Department/Program
Regional Dean's Office, Shuswap/Revelstoke
Location
Revelstoke
Other Flexible Work Options
Your Opportunity
Under the general supervision of the Campus Manager Revelstoke the position provides exceptional client service to the general public, applicants, prospective and current students and other stakeholders. With a comprehensive knowledge of Okanagan College program requirements, academic support services, student policies and regulations, this position responds to inquiries about Okanagan College programs and services; provides information on registration and admission for all Okanagan College programs; liaises regularly with financial and student services; maintains and updates student records in accordance with Okanagan College policies and procedures; provides cashier services; and provides clerical and administrative support to campus administration, Student Services and Centre programming. Acts as a first point of contact for pan-institutional services not available on a daily basis at the Revelstoke Centre.
Functions and Duties
1. Interacts with clients and provides general information on Okanagan College either by telephone, electronically or face-to-face
2. Acts as a first point of contact for pan-institutional services not available on a daily basis at the Revelstoke Centre to ensure students and faculty/instructors are connected to the appropriate College supports.
3. Responds promptly and accurately to inquiries, concerns and requests about programs, applications, registration and services, including direction of requests and unresolved issues to designated resources
4. Makes appropriate referrals to the internal college community, external partners and agencies; and provides outreach assistance as required
5. Provides detailed policy, admissions and registration information to applicants and students regarding general entrance requirements and process
6. Encourages applicants and students to be responsible for realizing their own education and career options
7. Assists students through the process of registration while ensuring adherence to all College registration policies
8. Communicates verbally and in writing with applicants regarding requests for information, entrance requirements, contact information for program and student supports.
9. Assesses documentation to verify students meet and maintain eligibility for registration in courses at Okanagan College
10. Verifies and updates details of student academic records in the current student information systems, as well as all student legacy and funding systems eg. Red Cross First Aid
11. Produces, prints, and distributes official Okanagan College documents and reports such as class lists, student course schedules, attendance summaries, course materials, final grade sheets, T2202A tax forms and verification of enrolments
12. Provides student account services including accepting and processing payments (applicant fees, course fees, transcript requests, account adjustments (ie. refunds), parking passes, fitness room passes, internal and external room rentals, and other fees)
13. Assists with completion of cashier sessions and bank deposits
14. Liaises with various internal and external stakeholders such as Financial Services, Financial Aid and Awards, Co-op, International, Public Affairs, Print Services, Facilities, IT and engaged funding partners.
15. Provides a variety of administrative, office, and support services for the regional dean’s office, program areas and student services areas including scheduling student appointments for Education Advising, Accessibility Services and Counselling, processing student evaluations, monitoring equipment and supplies, typing, photocopying, barcoding, scanning, filing, sorting and distributing mail, coordinating courier services, maintaining departmental forms, updating SALTO cards, student & faculty ID cards, textbook and materials sales, processing internal and external room rentals, etc.
16. Process instructor contracts and expense claims, arrange for parking, keys, codes, and network, e-mail and provides administrative supports as required eg. Connects to IT services
17. Process payment vouchers, journal entry transfers, invoices, honoraria, requests to purchase, and other related financial documents
18. Provides a variety of public relations and marketing services for the regional dean’s office including assisting with marketing activities related to maximizing student enrolment (information gathering from stakeholders), assessing publications and websites for accuracy and continuity as well as assist in the creation and delivery of marketing materials as appropriate, and coordinating events
19. Assists in the coordination of a variety of students student tests including the supervision of internal and external testing (accommodated exams, entrance tests, exam invigilation)
20. Assists and supports admissions and registration staff at other campuses and centres
21. Provides backup of all front office positions as assigned
22. Performs other duties as assigned
2. Acts as a first point of contact for pan-institutional services not available on a daily basis at the Revelstoke Centre to ensure students and faculty/instructors are connected to the appropriate College supports.
3. Responds promptly and accurately to inquiries, concerns and requests about programs, applications, registration and services, including direction of requests and unresolved issues to designated resources
4. Makes appropriate referrals to the internal college community, external partners and agencies; and provides outreach assistance as required
5. Provides detailed policy, admissions and registration information to applicants and students regarding general entrance requirements and process
6. Encourages applicants and students to be responsible for realizing their own education and career options
7. Assists students through the process of registration while ensuring adherence to all College registration policies
8. Communicates verbally and in writing with applicants regarding requests for information, entrance requirements, contact information for program and student supports.
9. Assesses documentation to verify students meet and maintain eligibility for registration in courses at Okanagan College
10. Verifies and updates details of student academic records in the current student information systems, as well as all student legacy and funding systems eg. Red Cross First Aid
11. Produces, prints, and distributes official Okanagan College documents and reports such as class lists, student course schedules, attendance summaries, course materials, final grade sheets, T2202A tax forms and verification of enrolments
12. Provides student account services including accepting and processing payments (applicant fees, course fees, transcript requests, account adjustments (ie. refunds), parking passes, fitness room passes, internal and external room rentals, and other fees)
13. Assists with completion of cashier sessions and bank deposits
14. Liaises with various internal and external stakeholders such as Financial Services, Financial Aid and Awards, Co-op, International, Public Affairs, Print Services, Facilities, IT and engaged funding partners.
15. Provides a variety of administrative, office, and support services for the regional dean’s office, program areas and student services areas including scheduling student appointments for Education Advising, Accessibility Services and Counselling, processing student evaluations, monitoring equipment and supplies, typing, photocopying, barcoding, scanning, filing, sorting and distributing mail, coordinating courier services, maintaining departmental forms, updating SALTO cards, student & faculty ID cards, textbook and materials sales, processing internal and external room rentals, etc.
16. Process instructor contracts and expense claims, arrange for parking, keys, codes, and network, e-mail and provides administrative supports as required eg. Connects to IT services
17. Process payment vouchers, journal entry transfers, invoices, honoraria, requests to purchase, and other related financial documents
18. Provides a variety of public relations and marketing services for the regional dean’s office including assisting with marketing activities related to maximizing student enrolment (information gathering from stakeholders), assessing publications and websites for accuracy and continuity as well as assist in the creation and delivery of marketing materials as appropriate, and coordinating events
19. Assists in the coordination of a variety of students student tests including the supervision of internal and external testing (accommodated exams, entrance tests, exam invigilation)
20. Assists and supports admissions and registration staff at other campuses and centres
21. Provides backup of all front office positions as assigned
22. Performs other duties as assigned
Education and Experience
Completion of Grade 12 or equivalent and graduation from a two year post-secondary diploma in a related area. Minimum two years of related experience.
Skills and Abilities
- Superior customer service and interpersonal skills
- Effective conflict resolution skills and ability to resolve sensitive issues
- Exceptional listening and professional communication skills, focused on tact and diplomacy
- Excellent computer skills with proficiency using Microsoft Office (Word, Excel, PowerPoint and Outlook)
- Working knowledge and experience with student record systems, including the ability to generate and analyze complex database reports
- Aptitude for learning and working with new systems and software
- Effective problem analysis and problem solving skills
- Broad Knowledge of College Programming and Services
Preferred Qualifications
Desired Start Date
06/05/2023
Position End Date (if temporary)
Schedule
Annual Salary/Hourly Rate
$23.47 - $26.82
Appointment Type
Support - Regular Part-time
Special Instructions to Applicants
Shortlisted internal candidates must notify the current Support Staff Bargaining Chairperson and Human Resources if they want a Union Observer during interviews and final selection of candidates.
Employee Group
Support
Please Note :
optimuspartners.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, optimuspartners.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, Site.com is the ideal place to find your next job.